Planning & Zoning Board Consultant

Request for Proposals to Serve as “Planning and Zoning Board

Consultant” to the City of Union City for the Period

January 1, 2025 through December 31, 2025

Introduction

Pursuant to the Fair and Open Process described under N.J.S.A. 19:44A-1, et seq., the City of Union City (“City”) seeks proposals in response to this Request for Proposals (“RFP”) provide Planning and Zoning Board Consultant services to the City of Union City for a contract period from January 1, 2025 through December 31, 2025.  All candidates are required to comply with N.J.S.A. 10:5-31 et seq and N.J.A.C. 17:27 as amended.  (Affirmative Action, see Exhibit A included herewith).  The successful candidate must be a licensed planner in the State of New Jersey and have significant experience in municipal planning and drafting planner’s reports with respect to applications for development.  The successful candidate will provide the City with services related, but not necessarily limited to:

1. Providing technical assistance in the implementation of a municipal planning program;
   
   
2. Reviewing plans submitted to the City for approval and distributing the plans to the appropriate city agencies for review, comment, and approval;
   
   
3. Assisting the Director of the Department of Public Safety and the Construction Official in processing applications for development;
   
   
4. Preparation of memoranda which describes pending projects, whether the plans require further review by the Planning Board or Board of Adjustment (“the Boards”) and/or whether the Construction Official can act on said plan(s);
   
   
5. Attending  regular and special meetings of the Board of Adjustment and the Planning Board and conference meetings with municipal boards or private entities and/or developers;
   
   
6. Preparation of an annual planner’s report to the Board of Adjustment and the Planning Board
   
   
7. Review of all referrals to the Boards by the City including zoning and land use ordinances and regulations;
   
   
8. Review of all applications for site plan or variance approval;
   
   
9. Assisting the Secretary to the Boards in the processing and establishment of procedure for the Boards to hear applications;


10. Attendance and participation at meetings of the Master Plan committee for the preparation and adoption of a new Master Plan;
    
    
11. Legal services for analyzing land use issues;
    
    
12. Any other matters as directed by the City; and
    
    
13. The vendor shall provide monthly billing statements that include a brief statement showing the original amount of the Contract, any increases established by amendment to the Contract, the amount previously billed under the Contract, and the total amount of unbilled funds remaining available under the Contract, and the total amount of unbilled funds remaining available under the Contract after deduction of the most recent amount billed.  A copy of each billing statement shall be made available to the State Fiscal Oversight Officer upon request.

Each candidate shall submit proof of business registration with the New Jersey Division of Taxation (P.L. 2004, C.57) prior to the award of contract but preferably with their proposal.

Proposers are advised that the contract with the successful proposer will permit the City to make payments to the successful proposer for approved services in accordance with, and within the time permitted by, the law governing prompt payment of public contracts for the purchase of goods and services.

Professional Information and Qualifications

Copies of this standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk. In addition to the attached forms, each interested candidate shall submit the following information:

1. Name of firm or individual;
   
   
2. Address of principal place of business and all other offices and corresponding telephone and fax numbers.  Please note specifically which consultants will be assigned to work with the City;
   
   
3. Description of candidate’s education, experience, qualifications, number of years with the firm and a description of their experience with projects similar to those described above;
   
   
4. Experience related to municipal planning;
   
   
5. At least four (4) references, three (3) of which must have knowledge of your service to public entities;
   
   
6. The candidate’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
   
   
7. Cost details, including the hourly rates of each of the individuals who will perform the services and the time estimates for each individual, all expenses, and where appropriate, total cost of “not to exceed” amount;
   
   
8. Any other information which the interested firm deems relevant;
   
   
9. Statement of ownership disclosure (c.52:25-24.2) (form provided);
   
   
10. Disclosure of investment Activities in Iran Form (prior to the award of contract but preferably with the proposal. Form provided);
    
    
11. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus (Prior to the award of contract but preferably with the proposal. Form provided);
    
    
12. Business Registration Certificate (prior to the award of contract but   preferably with the proposal);
    
    
13. Statement, see attached, executed by a corporate officer, member, partner or sole proprietor certifying that there are no prior or pending ethics complaints against them or their company; and
    
    
14. The successful proposer must comply with the requirements set forth in the Mandatory Equal Employment Opportunity language included herewith (Exhibit A).

Selection Criteria

The selection criteria used in awarding a contract or agreement for professional services as described herein shall include:

1. Qualifications of the individuals who will perform the tasks and the degree of their respective participation;
   
   
2. Experience and references;
   
   
3. Ability to perform the task in a timely fashion, including staffing and familiarity with the subject matter; and
   
   
4. Cost competitiveness.

Submission Requirements

Sealed proposals will be publicly opened by the Acting Union City Clerk in her offices at Union City Hall, 3715 Palisade Avenue, Union City, at 2:30 PM on November 26, 2024.  Sealed proposals must be received no later than 2:30 PM on November 26, 2024 by:

Hilda I. Rosario, Acting City Clerk

City of Union City

3715 Palisade Avenue

Union City, New Jersey 07087

Please submit one original and two (2) copies of the RFP.  Use white 8 ½” x 11” paper.

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